Administrative Assistant

Administrative Support Specialist

The Administrative Support Specialist provides critical support within a waste and environmental services facility by managing documentation for hazardous waste drums, performing accurate data entry into Salesforce and internal tracking systems, and ensuring smooth office operations. This role combines clerical responsibilities, document handling, and customer service in a fast-paced, highly organized office environment.

Responsibilities

• Use the facility's tracking system to collect and verify information on hazardous waste drums as they arrive at the facility.
• Accurately enter drum and related data into the Salesforce system and other internal databases.
• Scan, upload, and electronically file important documents using a desktop scanner, ensuring all files are complete and legible.
• Sign, date, and organize manifests and other regulatory paperwork in accordance with training and established procedures.
• Maintain orderly physical and digital records for manifests, mail, and other administrative documents.
• Assist with mail flow, including receiving, sorting, distributing, and preparing outgoing mail to ensure timely processing.
• Perform general administrative and clerical tasks as needed to support the office and operations team.
• Collaborate with 56 other administrative team members to share information, follow consistent processes, and support team goals.
• Participate in biweekly team meetings to review updates, address issues, and align on processes.
• Work independently for extended periods, managing your own workload and meeting deadlines without close supervision.
• Follow training and guidelines for properly signing and handling manifests and other sensitive documentation.
• Support customer service needs by providing clear, professional communication and accurate information when interacting with internal and external stakeholders.

Essential Skills

• Proficiency in Microsoft Office, including strong skills in Word, Excel, and Outlook.
• Ability to properly handle important and sensitive documents, including manifests and regulatory paperwork.
• Strong attention to detail with a focus on accuracy in data entry and document management.
• Excellent organizational skills, including the ability to manage multiple documents, tasks, and priorities.
• Clerical and administrative support capabilities in an office environment.
• Data entry knowledge or experience, including entering information into databases or business systems.
• Ability to work independently with minimal supervision while maintaining productivity and quality.
• Customer service skills, including clear communication and professional interactions with colleagues and visitors.

Additional Skills & Qualifications

• Administrative experience in an office setting is preferred.
• Experience with Salesforce or similar CRM systems is a plus, but not required.
• Comfort working with environmental or operational documentation, such as manifests, is beneficial.
• Willingness to complete online training on properly signing and handling manifests and related paperwork.
• Ability to learn new systems, processes, and software through structured training and on-the-job guidance.

Work Environment

This role is fully onsite in an office environment located within a waste and environmental services facility. The Administrative Support Specialist is based in the office area and works alongside a team of 56 administrative professionals who provide training and ongoing support. Standard workdays are Monday through Friday, with flexible early shifts available such as 6:00 a.m.2:30 p.m., 6:30 a.m.3:00 p.m., 7:00 a.m.3:30 p.m., and the option to start at 8:00 a.m. if needed. The position includes a mix of team collaboration and substantial independent work, with no micromanagement and clear responsibilities. Training includes approximately one hour of online instruction on properly signing and handling manifests, as well as hands-on training with Salesforce, internal systems, and office processes. Regular biweekly team meetings foster communication and alignment, and the environment emphasizes accuracy, organization, and adherence to established procedures.

Job Type & Location

This is a Contract position based out of Providence, RI.

Pay and Benefits

The pay range for this position is $20.00 - $20.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: Medical, dental & vision Critical Illness, Accident, and Hospital 401(k) Retirement Plan Pre-tax and Roth post-tax contributions available Life Insurance (Voluntary Life & AD&D for the employee and dependents) Short and long-term disability Health Spending Account (HSA) Transportation benefits Employee Assistance Program Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Providence, RI.

Application Deadline

This position is anticipated to close on Aug 14, 2026.